Clinic Coordinator - Full Time in Bartlesville, Oklahoma at Urologic Specialists of Oklahoma Inc

Job Title: Clinic Coordinator

Department: Clinic Operations

Reports To: Clinical Operations Coordinator

FLSA Status: Exempt

Employment Status: Full-Time

Location: Bartlesville, OK

Work Schedule: 8AM-5PM M-F

Travel Requirements: Occasional

Safety Sensitive Designation: YES

Position Summary

Oversees daily satellite clinic operations, staff coordination, administrative workflows, provider support, and facility management to promote efficient operations, quality patient service, and compliance with organizational policies and applicable requirements.

Primary Duties and Responsibilities

Clinic Operations & Staff Management

• Oversee daily clinic operations, including opening and closing, staffing, patient flow, scheduling, and workflow efficiency.
• Supervise, train, and support office staff; monitor attendance and policy compliance; and coordinate coaching and corrective action with HR and leadership.
• Communicate staff expectations, office updates, and process changes.

Provider Support & Patient Coordination

• Obtaining records from outside facilities
• Coordinating with providers and support staff to resolve workflow issues, address patient concerns, and document resolutions.
• Processing FMLA and disability paperwork.

Surgical Scheduling & Referral Management

• Maintain surgery schedules and operating room contacts; enter surgery orders in EHR, and schedule procedures in hospital systems.

Facilities, Inventory & Equipment

• Maintain clinic cleanliness, organization, and safety; coordinate facility repairs, vendor services, equipment servicing, replacement, and calibration.
• Manage office and clinical supplies, including ordering, delivery reconciliation, inventory, and vendor coordination; ensure medications are secured in a locked cabinet.
• Routine maintenance and reporting for clinic equipment, such as autoclave, bladder scanner, microscope, cystoscope and urinalysis machines.

Compliance, Quality & Administrative Responsibilities

• Promote compliance with HIPAA, OSHA, company policies, and clinic procedures; monitor scanning, documentation, and chart completion.
• Assist with audits, corrective actions, and process improvements; track productivity, operational metrics, and requested reports.
• Participate in leadership meetings, operational planning, and special projects; promote teamwork and accountability; and perform other duties as assigned.

Qualifications

• Education: High School Diploma required.
• Experience: 6 months managing a medical facility or comparable required.
• Knowledge / Abilities:
• Knowledge of healthcare office operations, scheduling, referrals, and medical documentation workflows.
• Ability to supervise staff, coordinate competing priorities, and resolve operational issues.
• Familiarity with electronic health records, including NextGen, and applicable scheduling systems.
• Strong organizational, communication, problem-solving, and follow-through skills.
• Ability to maintain confidentiality and support compliance with organizational policies and applicable regulations.

Physical Demands

• Sitting, Standing & Walking: Ability to perform computer-based work and periodically stand or walk throughout the clinic to monitor operations, communicate with staff, inspect work areas, and access supplies and equipment.
• Lifting, Carrying & Movement: Ability to occasionally lift, carry, push, or pull office and clinical supplies, files, and small equipment; bend, stoop, crouch, reach, or stretch to access storage areas and equipment. Specific weight limits should reflect actual job requirements.
• Fine Motor Skills: Ability to use hands and fingers to operate computers, telephones, office equipment, and routine clinic tools.
• Visual & Auditory Requirements: Ability to review computer screens, documents, schedules, and equipment indicators and to receive and interpret verbal communications and applicable alerts.
• Communication: Ability to exchange information effectively in person, by telephone, and electronically with patients, providers, staff, vendors, and leadership.
• Workplace Mobility & Safety: Ability to navigate doorways, hallways, and clinical areas containing routine equipment; recognize and promptly communicate urgent operational, safety, and facility concerns; and follow established emergency procedures.
• Work Tolerance: Ability to perform required duties amid frequent interruptions, changing priorities, sustained computer work, and ongoing interaction with others.

Work Environment

• Healthcare clinic environment with frequent interaction with patients, providers, and staff.
• Fast-paced setting requiring management of competing priorities, changing demands, and frequent interruptions.
• Potential exposure to clinical areas and associated workplace hazards, including infectious agents and bodily fluids.
• Compliance with applicable safety procedures, infection prevention protocols, and required personal protective equipment (PPE) use.
• Environment with routine background noise, patient and staff movement, and fluorescent lighting.
• Temperature-controlled office and clinical settings.
• Occasional interaction with patients, families, or staff during complaints, urgent situations, and other challenging circumstances.